Office Manager

Salvation Army USA Kansas City , MO 64126

Posted 2 months ago

Overview

Oversees general office functions and building rentals, coordinate and implement Accounting and Human Resource functions. Provide guidance for administrative support to volunteer staff and assist with Christmas as assigned.

Responsibilities

General Office

  • Perform clerical functions (e.g. maintain files, inventory, answer phone, direct calls, take messages, type and mail letters, open and distribute mail). Compose correspondence relating to unit administration and replies for Corps Officer's (CO's) release. Monitor conditions of the office equipment, coordinate property and equipment repairs and maintenance.

    Act as liaison between corps and DHQ (Divisional Headquarters) IT Department; monitoring corps computer and network needs. Manage office supplies including purchasing, ordering, stocking, dispersing, and tracking usage. Implement and maintain filing/correspondence systems in compliance with TSA (The Salvation Army) policy and procedure.

    Maintain postage meter, replenishing postage as needed. Manage volunteer/donor correspondence systems Prepare advisory council and corps council agendas with supporting materials and reports; prepare meeting minutes and send out meeting notices to members by mail/email. Serve as building manager by coordinating building and vehicle usage and corresponding maintenance.

    Report and track insurance claims to include property and general liability. Order foods, supplies, etc. for corps needs, as required by and in assistance to the CO. Arrange staff meetings Represent corps administration to the community service network agencies, as requested by CO.

    Maintain confidentiality Maintain inventory files for all local Army properties Maintain a positive work atmosphere by behaving and communicating in a manner that fosters good relationships with co-workers, supervisor(s) and corps visitors. This would include, but not limited to, such actions as: courteous treatment to others; respect of others' property and person; and professional and appropriate communication to and about co-workers, supervisors and corps visitors.

Building Rental

  • Distribute and receive building rental contract paperwork. Record and deposit all building rental money. Coordinate Salvation Army staff/personnel in opening and closing the building.

Human Resources

  • Assist in the formation and maintenance of employee job descriptions. Prepare hiring and termination packets before sending to the CO for signature.

    Assist with orientation for new employees. Maintain and monitor employee attendance, benefit and personnel records. Offer assistance and guidance to employees; including clarification of matters addressed in the Employee Handbook e.g. employee benefits etc.

    Report and monitor worker's compensation claims. Assist the CO with probation or termination issues as directed.

Accounting

  • Conduct all banking activities in accordance with financial policies and procedures.

Qualifications

EDUCATIONAL STANDARDS:

  • Academic high school required. Post high school training in computer operation or basic accounting is helpful. Two year college degree preferred

EXPERIENCE / BACKGROUND:

  • Two years in experience in the office field with basic secretarial knowledge or customer service experience. Experience working in an office environment of a large nonprofit organization would be helpful. Must have a valid driver's license and meet and maintain qualified drivers status with The Salvation Army.

PERSONAL QUALITIES:

  • Ability to be well organized with high attention to detail. Ability to relate well with others and maintain composure during busy periods. Maturity to maintain confidentiality with sensitive information.
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Office Manager

Salvation Army USA